Systems and Methods for Telecommunication Expense Management

ABSTRACT

Systems and Methods for telecommunication expense management are provided. A distributed platform including a user support site, multiple user databases and customized user applications is provided to enable organizations to better manage their telecommunication services and expenses. In an embodiment, a method for electronically processing telecommunication invoices includes importing the telecommunication invoices, extracting elements from the imported invoices and performing reasonability tests on the imported invoices. The reasonability test includes conducting an automated comparison against established criteria that may be customized by users. The method includes generating one or more interactive reports that enable an organization to effectively manage its telecommunication services.

FIELD OF THE INVENTION

The present invention relates to a system and method for electronicallyprocessing and managing a plurality of types of telecommunicationsinvoices.

BACKGROUND OF THE INVENTION

The traditional manual methods of collecting, reviewing and payingvendors' invoices, especially periodic invoices, e.g.,telecommunications and utility bills, are a manual process. Thesemethods impose substantial difficulties for users having large volumesof such invoices.

One format designed to bring uniformity to these invoices is theelectronic data interchange (EDI) standard. EDI is the directcommunication of trading messages between computer systems usingnational and international telecommunications networks. EDI transactionfiles can be as basic as orders and invoices, but EDI can also developinto a much more sophisticated information exchange so that tradingpartners may manage their whole supply chain more effectively. Keyelements in EDI are the application software at either end of theexchange, linked to EDT message handling software that is in turn linkedto a communications network.

While the EDI standard is very flexible to accommodate various types oftransactions and businesses, this variety provides difficulties in theaudit function, as vendor files differ in their implementation of theEDI standard.

Another format designed to bring ease of information exchange betweenbusinesses is the extensible markup language (XML) standard. XML 1.0 wasreleased in February 1998. XML is now viewed as the standard wayinformation will be exchanged in environments that do not share commonplatforms.

While the XML standard is very flexible to accommodate various types oftransactions and businesses, this variety provides difficulties in theaudit function, as vendor invoice files differ in their implementationof the XML standard.

Presently, there are a few similar inventions. One type of solution isMBG's (New York, N.Y.) solution for telecommunications providers,iBillManager®. It is a web-based billing system that enables telecomcarriers to present invoices electronically over the Internet orcorporate intranet. While the solution is also web based and presentstelecom invoices and the detail, it is presented from the view of oneprovider and is not designed to present invoices from multipletelecommunications providers. The solution also does not provide anyaudit capability.

Another is type of solution is call accounting software. Veramark's(Pittsford, N.Y.) solution for Web-based call accounting software iseCAS<I<). Call accounting software extracts call detail records from theuser's phone hardware to analyze telecommunications usage. Thisinformation does not directly tie back to the vendors billing due. Thisinformation can be used to analyze and audit inter-company expenses butit doesn't analyze vendor invoices for errors. It also doesn't supportthe entire telecommunications infrastructure because it is limited toonly inbound and outbound voice traffic and only on traffic that runsthrough the user's hardware.

SUMMARY OF THE INVENTION

The current invention provides a system and a method that permits a userto electronically audit and process a plurality of types oftelecommunication vendor invoices. “Telecommunication” is defined asservice that provide the ability for individuals or systems tocommunication over a distance including but not limited to local andlong distance phone services, wireless services, and data services. Atype of invoice includes, but is not limited to, EDI as a type and XMLas another type of invoice. A plurality means at least two differenttypes of invoices can be received. The system includes a means forcommunicating a plurality of types of invoices from a vendor site to auser site and a means for performing an automated reasonability test onthe invoices at the user site.

More specifically, this invention provides a system for processing aplurality of types of telecommunication invoices received by a user froma plurality of vendors. The system including:

-   -   (a) means for importing a plurality of types of        telecommunication invoices to a user database from a plurality        of vendors to provide comparable telecommunication invoices;    -   (b) means for auditing the comparable telecommunication invoices        by the user;    -   (c) means for approving the comparable telecommunication        invoices by the user; and    -   (d) means for processing the comparable telecommunication        invoices by the user.

Additionally, this invention provides a system for management of aplurality of types of telecommunication invoices received by a user froma plurality of vendors. This system including:

-   -   (a) means for importing a plurality of types of        telecommunication invoices to a user database from a plurality        of vendors to provide comparable telecommunication invoices;    -   (b) means for auditing the comparable telecommunication invoices        by the user;    -   (c) means for reporting comparable telecommunication invoices by        the user;    -   (d) means for approving the comparable telecommunication        invoices by the user; and    -   (e) means for processing the comparable telecommunication        invoices by the user.

A method to process a plurality of types of telecommunication invoicesreceived from a plurality of vendors comprising:

-   -   (a) importing a plurality of types of telecommunication invoices        from a plurality of vendors through mapping modules        corresponding to a plurality of types of telecommunication        invoices to obtain comparable telecommunication invoices;    -   (b) auditing the comparable telecommunication invoices;    -   (c) approving the comparable telecommunication invoices; and    -   (d) processing the comparable telecommunication invoices.

More specifically, using the present invention, a user can (1) receiveinvoice information by any of a variety of methods, includingelectronically, from a vendor; (2) automatically audit the invoiceinformation, resulting in either approval of the invoice information oridentification of billing exceptions; (3) notify the vendor of anybilling exceptions; (4) pay the vendor by electronically transmitting afile to the user's accounts payable (“AP”) system in fixed length,delimited or XML file formats; (5) allocate costs by electronicallytransmitting a file to the user's general ledger (“GL”) system in fixedlength, delimited or XML file formats; and (6) maintain historicalinformation, which permits trend analysis and management reporting. Theadvantages of the present invention over conventional systems andtechniques are numerous and include the following: (1) a paperlessinvoice processing thus an increased efficiency; (2) a drastic reductionin the administrative costs and human resources needed for processinginvoices; (3) a real time updating of supplier accounting and thus nopenalizations for the user; (4) an electronic data input to accountingsystems, reducing invoice accuracies; (5) a large number of specializedreports, including audit, summary and customizable (custom) reports,that will provide the user with valuable feedback on the transactionsthat are processed through the system; (6) an improved way tocommunicate and have feedback to the vendor, regarding invoices receivedfrom him; (7) a trend of invoices received by a user from one vendorthat provides the user with the possibility of comparison of receivedinvoices.

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 represents the distributed embodiment of the present invention.

FIG. 2 is a data flow diagram which depicts the flow of data betweenmajor processes in the present system.

DETAILED DESCRIPTION OF THE INVENTION I. Distributed Embodiment

Now referring to FIG. 1, the present invention uses a distributedarchitecture in which a user database 3 is located at a user site.Portions of the user database 3 are maintained remotely through a usersupport site 1. The portions are routinely updated to keep the system upto date with the latest vendors and their corresponding serviceofferings. Vendor mapping rules are replicated to the user's database 3from user support site 1 via communication pathway 2, such as theInternet. The user database 3 is maintained by a series ofcomputer-implemented processes, i.e., computer programs, which run onthe user database 3 to stay current with vendor invoice mapping rulesreceived from the user support site 1. Reports may be generated to testsynchronization that must exit between the user database 3 and the usersupport site 1.

The user database 3 includes the vendor mapping rules replicated fromthe user support site 1, the user's vendor invoices, and all of thetables for the user application 5. A table is a portion of database thatgroups like records together, such as, but not limited to, user table,user rights table, dictionary table defining drop dov.111 boxes. Theuser application 5 is the functional portion of the invention where theuser enters information manually, the system enters informationelectronically, the user views information, and the system outputsinformation electronically. All of this information is accessed from theuser database 3 via the communication pathway 4.

Multiple users may be supported by the user support site 1. Userdatabase 3 can be and normally would be located at another locationdesignated by the user. This user database 3 can be maintained remotelythrough a user support site 1 via communication pathway 2. Similarly,user application 5 is also located in another location designated by theuser. Similarly, any number of other user databases 6 and userapplications 7 can he installed and maintained from one common usersupport site 1 via a communication path 2.

II. Data Flow and Major Processes

The distributed embodiment described in FIG. 1 is more fully shown inFIG. 2. The user application 5 is made of various modules that canreceive inputs from vendors and provide output to the user database 3,user human resource system 40, and user accounting system 41. A moduleis a component of the system that can be removed and the system canstill function without the functionality of the module. It has apredefined set of inputs and outputs. These inputs and outputs can befrom or to system or user. The system includes means for: importingtypes of telecommunication invoice information to a user database 3 toprovide comparable telecommunication invoices. Invoices are comparablewhen the basic elements of the invoice are placed in common categories.These common categories can include, but are not limited to, such itemsas taxes and surcharges. The system also includes means for auditing,approving and processing the comparable invoice information. Thefollowing sections describe various means to accomplish these functions.

A. Means for Importing a Plurality of Types of Telecommunication InvoiceInformation to User Database

The system includes a means for importing a plurality of types oftelecommunication invoice information into a user database 3. Aplurality of invoice types means more than one type. Type of invoicesinclude: EDI, XML, custom and paper invoices. The types of vendorinvoices can be imported by importing this data through the mappingprocess. The mapping process takes vendor specific charges and placesthem in common categories based on service rendered. For example, underlocal service, call waiting, call forwarding, voice mail, and caller IDare all features that can be removed and still have the service so theyare categorized as feature charges and grouped together. A mappingmodule is a component of the system that for each service rendered on atype of types of invoice provides a common category for comparison. Thecorresponding mapping module is the mapping module that allows thecategorization of specific telecommunication invoice entries; that is anXML invoice goes to an XML mapping module 21. A XML mapping module 21 isthe corresponding mapping module for a XML invoice.

Multiple types of vendor invoice 19 information can be received,including EDI invoices using the EDI Mapping Module 20, e.g., both 810invoices and 811 invoices; XML invoices using the XML Mapping Module 21,e.g., cXML; custom electronic invoices using the Custom Mapping Module22 and traditional paper invoices using the Invoice Management Module23. The term automated input modules means the EDI mapping, XML andcustom mapping modules. The Custom Mapping Module 22 offers thepossibility for the user of the application to import other formats offiles that contain invoices, such as XLS or DBF files. This moduleprovides the user an interface to browse their computer or network forvendor invoice files that they want to import into the application. Asthe telecommunications invoice information is imported by these variousmodules, it is organized into comparable categories and is referred toas comparable telecommunication invoice information.

EDI invoices are received via a traditional EDI delivery path, e.g.,value added network (VAN). The file(s) are collected by the EDI MappingModule 20 at designated times, e.g., on a daily, hourly, minute, orreal-time basis. Upon receipt of the file(s), the EDI Mapping Module 20performs a series of checks (see Table 1) on the invoice(s) contained inthe individual EDI file(s). If an error is detected, action is taken inaccordance with Table 1. After the invoice(s) are successfully enteredinto the User Database 3, the Invoice Analyzer 24 audits the invoice(s).

XML invoices are received via a traditional XML delivery path, e.g.,HTTP or FTP. The file(s) are collected by the XML Mapping Module 21 atdesignated times, e.g., on a daily, hourly, minute, or real-time basis.Upon receipt of the file(s), the XML Mapping Module 21 performs a seriesof checks (see Table 1) on the invoice(s) contained in the individualXML file(s). If an error is detected, action is taken in accordance withTable 1. After the invoice(s) 19 are successfully entered into the UserDatabase 3, the Invoice Analyzer 24 audits the vendor invoice(s) 19.

Custom invoices are received via any electronic delivery method, e.g.,Internet, CDROM, or floppy disc. The file(s) are collected by the“Custom Import” facility and entered into the Custom Mapping module 22on a real-time basis. Upon receipt of the file(s), the Custom MappingModule 22 performs a series of checks on the invoice(s) contained in theindividual file(s). After the invoice(s) are successfully entered intothe User Database 3, the Invoice Analyzer 24 audits the vendorinvoice(s) 19.

Paper invoices are received from a vendor via a traditional deliverypath, e.g., first-class mail. Upon receipt, the user of the applicationmanually enters the paper invoices into the application using theInvoice Management Module 23. The term manual input module refers to ameans to manually import types of telecommunication invoice informationto user database 3. After the vendor invoice(s) 19 are successfullyentered into the User Database 3, the Invoice Analyzer 24 audits thevendor invoice(s) 19.

The Invoice Management Module 23 is also used to view and edit theinvoice after it has been input into the User Database 3. The user canuse this module to view the exceptions that have been found in theinvoice and see descriptions for reason that the exception wasgenerated. The user can see the details for all of the individualcharges for each line item in the invoice. For example under localservice, the user can see the various charges that comprise monthlyservice for a single phone line including the USOC code and the USOCdescription for each charge related to the monthly service charges.

Each of the paper invoices and electronic invoices is stored as distinctrecords in the invoice table of the user database. The term types ofmeans any of the above discussed invoice types that can be received froma vendor and imported into the user database 3. Each record has anidentifier that indicates the type of the invoice, e.g., paper orelectronic.

B. Means for Auditing the Comparable Telecommunication Invoices

The term audit means to analyze individual charges at its smallestcomponent, to verify its' correctness, i.e., lack of irregularities. Inthis system, automated reasonability testing can be conducted oncomparable telecommunication invoices. The Invoice Analyzer 24 retrieveseach new invoice or edited invoice from the User Database 3 and performsan automated reasonability test. For new invoices, the Invoice Analyzer24 evaluates each line item of the invoice for billing irregularities or“exceptions”, and assigns a flag along with a description based upon theanalysis criteria that the application and user have established for thevarious types of service corresponding to the invoice. Types of invoiceexceptions are found in Table 2. For edited invoices, the InvoiceAnalyzer 24 only evaluates the line item that was changed. In bothcases, the Invoice Analyzer 24 is invoked by the component that ishandling either the input or editing of the invoice, e.g. the variousMapping Modules 20, 21 and 22 or the Invoice Management Module 23.

All of the invoice line items and any exceptions that belong to theinvoice are presented in the invoice grid of the Invoice ManagementModule 23.

C. Means for Approving the Comparable Telecommunication Invoices

After the vendor invoice 19 is input into the User Database 3 andreviewed by the Invoice Analyzer 24, a user must review and approve thecomparable telecommunication invoice. The actual invoice detail can bedisplayed in the Invoice Management Module 23. The invoice detail isbroken down into its various types of service. All invoices have atleast one service type, but can have any number of different types ofservice as well. For example, one invoice might contain only longdistance bills and another invoice may contain long distance bills andanother invoice may contain long distance, local, and frame bills. Theinvoice detail for each of the various service types looks slightlydifferent due to the different type of charges that are associated withthem. If any exceptions appear (designated as red in the grid), the usercan click the “Exception details” to see the reason the item was markedas an exception. If the user agrees that the charges are valid and“clears” the exception, then the item's background color will be turnedfrom red to yellow. The user may proceed to continue reviewing theinvoice until all items are “cleared” or mark the various service typesof the invoice as “reviewed” by clicking on the Review/Approve button.The only exception that must be resolved prior to designating an invoiceas “reviewed” is the cost center exception. Each line item must beassigned to a currently active cost center prior to being reviewed orapproved for payment. This is to ensure that all of the costs associatedwith the invoice are allocated properly.

The user can also set bookmarks to certain rows in the grid (specificline items), which he may want to look at later.

The status of the invoices that appear in the tree situated in the leftregion of the Invoice screen, where the invoices are grouped in twomajor categories: Approved and Pending Approval (see Table 3).

D. Means for Processing the Comparable Telecommunication Invoices

Both AP and GL refer to the final step in the process of invoices andeither may be processed in the same or separate processes. AP and GLrefer to distinct phases that occur after the invoices are approved. Thesystem provides flexibility to allow users to approve an invoice forboth AP and GL processing, just AP processing, or just GL processing.This flexibility allows users to pay an invoice and allocate costs, onlypay the vendor and not allocate costs, or only allocate the costs andnot pay the vendor respectively.

The AP and GL refer to distinct operations that occur after the invoicesare approved. The Custom Accounts Payable (AP) Interface Module 31 sendsall approved invoices not yet sent to the User Accounting AP subsystem32. The User Accounting AP system 32 then creates the payment(s) for thevendor(s) using the information supplied through the AP file. It ispossible for the AP system to also process the GL items as well or thiscan be processed with a separate GL system.

The Custom General Ledger (GL) Interface Module 33 sends all approvedinvoices not yet sent to the User Accounting GL system 34. The UserAccounting GL system 34 then creates the necessary debits and creditsusing the information supplied through the GL file.

The AP/GL process can be set to run at a predetermined time, hourly,daily, weekly, or monthly. This process consists of sending one or morefiles of a predetermined format such as XML, delimited, or flat file.The format for the AP and GL files and where the files are transmittedare stored in separate XML configuration files for the Custom APInterface Module 31 and the Custom GL Interface Module 33.

The process of importing and auditing a plurality of types oftelecommunication invoices is more specifically described in thissection.

The present invention uses various methods to import vendor invoices 19.Vendor invoices 19 can come into the user application 5 via one of threemethods. The first method is to receive the invoice on paper. Paperinvoices are entered into the user application 5 through the InvoiceManagement Module 23. The user selects the vendor from the current listof active vendors and then the types of services in the invoice. Theline items and charges are then entered manually into the userapplication 5. When the user saves the invoice, the invoice analyzermodule 24 performs an audit on the invoice.

The second method for receiving invoices is via XML or EDI. Theseinvoices are sent to the user application 5 via email, FTP, HTTP, a VANor any other transfer protocol. These invoices are collected in onecommon location that the user application 5 monitors. Typically, this isa local system file folder on the server. The user application 5 willmonitor this directory for files in a real-time or batch mode. In thereal-time mode, the user application 5 will automatically start theimport procedure when a new file is received. In the batch mode, theuser application 5 will wait until a specified time to monitor thecommon location for any new files. The user application 5 then analyzesthe file or files to determine if it is an EDI file or an XML file. Theuser application 5 then branches to one of two modules dependent on thetype of file.

For EDI files, the user application 5 looks at the header of the tile todetermine the vendor. If the vendor is unknown the user application 5will send a 997 response file as specified in the EDI standard. If thevendor is known the user application 5 will extract the vendor specificmapping rules from the user database 3 and begin the importing process.Once the file is imported the user application 5 verifies the invoicetotal. If the total does not equal the sum of the charges at the lineitems, then the invoice is purged from the database and an error messageis generated. When the import is complete, the invoice analyzer module24 performs an audit on the invoice. After this, the process returns towaiting for more files or importing the next file in the commonlocation.

For XML files, the user application 5 looks at the header of the file todetermine the vendor. If the vendor is unknown the user application 5will generate an error message. If the vendor is known the userapplication 5 will extract the vendor specific mapping rules from theuser database 3 and begin the import process. Once the file is importedthe user application 5 verifies the invoice total. If the total does notequal the sum of the charges at the line items, then the invoice ispurged from the user database 3 and an error message is generated. Whenthe import is complete, the invoice analyzer module 24 performs an auditon the invoice. After this, the process returns to waiting for morefiles or importing the next file in the common location.

The third method for receiving invoices is via custom electronicinvoices. These invoices are sent in the vendor's specific billingformat. These can be CDROMs from their own bill management systems,spreadsheets, etc. The user receives these invoices and then goes to thecustom mapping module 22 and selects the vendor and the location for theinvoice such as a floppy disc, CDROM, or local folder. The userapplication 5 then imports the invoices using algorithms hard coded forthat type of file format and that vendor. Once the file is imported theuser application 5 verifies the invoice total. If the total does notequal the sum of the charges at the line items, then the invoice ispurged from the database and an error message is generated. When theuser saves the invoice, the invoice analyzer module 24 performs an auditon the invoice.

E. Means for Reporting Comparable Telecommunication Invoices

The invention provides a large number and different types of reports,such as audit, custom and summary reports using the Report Module 27.Several of the reports require the server to precalculate values so thatthe report can be viewed in a reasonable amount of time. This includesreports such as monthly, quarterly, and annual reports. ThePre-calculated Report Module 28 maintains these values as newinformation is added to the system. Various types of reportscontemplated by this invention are shown in Table 4.

The audit reports allow the user to view exceptions across a range ofvendors, types of service, and dates. The custom reports allow the userto view all of the bill details across a range of vendors, types ofservice, and dates.

The summary reports are comparable reports on invoices, vendors, costcenters, reoccurring invoices, accounts payable, general ledger, circuitmappings, system information (that will report information that ismissing in the database and should be entered: for vendors, phonenumbers, circuit ids etc) etc.

F. Inputs Related to Processing

The system provides for integration with other external systems such asthe User's Human Resource (HR) System 40 and the User's AccountingSystem 41 by means of the Custom Accounts Payable (AP) Interface Module31, the Custom General Ledger (GL) Interface Module 33, and the CustomHR Interface Module 35.

The Custom HR Interface Module 35 allows the system to importinformation relating to the user's cost centers. This informationtraditionally is found in the user's HR system but can be imported fromany other system that provides this information. The most importantpiece of information regarding the cost center is whether it is activeor inactive currently. In addition, cost center information such as theaddress, phone number, manager's name, number of full-time employees,etc. can be imported into the system.

Each of these interface modules are configured using XML configurationfiles. The external systems receive and send information in a variety offile formats such as XML, delimited, or flat file formats. The fileformat and the format of the information transferred is specified in theXML configuration files. Each Interface Module has its own XMLconfiguration file. This configuration file begins by identifying theformat of the file such as XML, delimited, or flat file. If the formatfor the transmitted file is XML then the configuration file contains thetags used to identify the data elements in the file. If the formal forthe transmitted file is delimited then the configuration file containsthe delimiter and the order of the data elements in the file. If theformat for the transmitted file is flat then the configuration filecontains the order and length of the data elements in the file.

II. Application Module

The Application Module 45 is the part of the system that allows a userto interact with the system such as to approve and view auditedinformation. More specifically, various tools are provided to accomplishthe function of the system. These tools include:

A. Login

The Application Module 45 is designed to allow users different access toprocesses and reports depending on their access rights. Therefore allusers must have a valid login username and password to enter the system.This username and password does not have to but it can he authenticatedwith another external system using a protocol such as LightweightDirectory Access Protocol (LDAP).

B. Common Toolbar

The toolbar provides access to the various sections of the Userapplication 4. The toolbar is always available and provides navigationbetween the various sections.

C. What's New

The What's New screen provides every user with an interface to view theitems in the system that relate to their access rights. It showsinvoices that have been added and the date it was entered and a list ofinvoices pending approval in the system and a summary of invoiceincluding the vendor name, types of service, invoice amount, number ofexceptions, number of cleared exceptions, and the users that areassigned. The users “To Do” items are also displayed in the What's Newpage.

D. Deleted Items

The system offers a capability similar to the Recycle Bin (Windows) thatmeans that specific key-items in the system are not purged from thesystem when a user performs the delete action. They appear as deletedbut they can he viewed, restored or purged from the Deleted Itemssection. There is such a Deleted Items section that appears for Voice,Data and Equipment and also there is a Deleted Items section for theuser that has administrator rights (Admin). The administrator is theonly user authorized to purge or restore items from Recycle Bin. Othertypes of users may only view deleted items in the above-mentionedDeleted Items sections.

E. Drafts

The drafts section provides the means of storing draft information forkey-items such as invoices, cost centers, vendors, phone numbers etc.This draft section provides a means for temporarily storing thisinformation, before it is actually saved as valid information in thepresent system.

F. To Do

The To Do section offers the users the capability to track tasks thatare going to be made by a specific user. These tasks can be assigned tothe user by another user of the system, tasks that the user assigned tohimself, or tasks created by the system automatically. These tasks canhe filtered by “All”, “Open” or “Closed”.

G. Invoice Details

The application module 45 allows a user to view specific invoice detailssuch as: invoice comments, vendor remittance, invoice splits,approve/review invoice, edit invoice, split as previous, accrue invoice,view invoice trend, bill details or invoice exceptions.

IV. Technical Specifications

A. General Hardware and Software Requirements:

This software is web-based. The web pages are displayed using eitherInternet Explorer 5.0 or higher, or Netscape Communicator 4.73 orhigher. Due to the volume of information being displayed on the userscreens, the screens are designed to be viewed on 1280×1024 displays.

One of the following server platforms can be used: Sun Solaris, MSWindows 2000 Server or Microsoft NT Server running iPlanet Web serverEnterprise Edition Int.4.1 SP9 (or higher), Resin 2.1.4 (or higher), orTomcat 3.2.1 (or higher).

The application is database driven using Oracle 8i or 9i. The EDIextraction modules require that, regardless of the server platform, theSQL*Loader utility that comes bundled with Oracle 8i or 9i is installed.

The application speed is primarily dependent on the performance of theserver platform specifically the Oracle database. The web server anddatabase can be on one machine or separate machines. Most of theapplication processing is done in Oracle in the database layer.Therefore, the more powerful the database server is, the quicker theresponse time will be for the users of the application.

B. Recommended Hardware and Software requirements:

For the User the hardware and software requirements are described inTables 5 and 6.

All of the invoice line items and any exceptions that belong to theinvoice are presented in the invoice grid of the Invoice ManagementModule 23.

Although the foregoing invention has been described in some detail byway of illustration an example for purposes of clarity of understanding,it will be obvious that certain changes and modifications may bepracticed within the scope of the appended claims.

TABLE 1 EDI or XML Exception Action (1) EDI or XML syntax error: Rejectfile - Transmit back an acknowledgment rejecting the received EDI or XMLfile. (2) Exception in the EDI or XML file: (a different amount betweenglobal invoice total and the calculated total) Reject file - Transmitback an acknowledgment rejecting the received EDI or XML file. (3)Missing vendor: Reject file - Transmit back an acknowledgment rejectingthe received EDI or XML file. (4) Duplicate Invoice: (Invoice Number +Invoice Date + Vendor + Account Number) Reject file - Transmit back anacknowledgment rejecting the received EDI or XML file.

TABLE 2 Types of Invoice Exceptions Calling Card Bill line item ratecharges/minutes is not equal to the contracted rate for this vendor.Bill line items that have 0 minutes and charges. Percent change of theinvoice line item compared to the invoice line item from the previousinvoice. Calling Card number that has no info in the system. Cost Centerthat is no longer active or in the system. Other charges that are notequal to 0. Late charges that are not equal to 0. Conference CallCancellation Fee that is not equal to 0. Telemanagement charges that arenot 0 on the bills. Bill line item rate charges/minutes is not equal tothe contracted rate for this vendor. Bill line items that have 0 minutesand charges. Percent change of the invoice line item compared to theinvoice line item from the previous invoice. Cost Center that is nolonger active or in the system. Other charges that are not equal to 0.Late charges that are not equal to 0. Local Itemized calls that are notequal to 0. Equipment Charges that are not equal to 0. Percent change ofthe invoice line item compared to the invoice line item from theprevious invoice. Phone number/Circuit ID that is designated to anothervendor in the system. Phone number/Circuit ID that has no info in thesystem. Cost Center that is no longer active or in the system. Othercharges that are not equal to 0. Late charges that are not equal to 0.Long Distance Percent change of the invoice line item compared to theinvoice line item from the previous invoice. Phone number/Circuit IDthat is designated to another vendor in the system. Phone number/CircuitID that has no info in the system. Cost Center that is no longer activeor in the system. Other charges that are not equal to 0. Late chargesthat are not equal to 0. Equipment Charges that are not equal to 0.Pager Pager charges not equal to the contracted rates. Excess PageCharges/Number of Excess pages are not equal to 0. Percent change of theinvoice line item compared to the invoice line item from the previousinvoice. Pager number that is designated to another vendor in thesystem. Pager number that has no info in the system. Cost Center that isno longer active or in the system. Other charges that are not equal to0. Late charges that are not equal to 0. Protection charges that are not0 on the bills. Toll Free Toll Free charges not equal to the contractedrates. Percent change of the invoice line item compared to the invoiceline item from the previous invoice. Phone number/Circuit ID that isdesignated to another vendor in the system. Phone number/Circuit ID thathas no into in the system. Cost Center that is no longer active or inthe system. Other charges that are not equal to 0. Late charges that arenot equal to 0. Equipment Charges that are not equal to 0. WirelessBilled minutes is greater or less than plan number of standard minutes.Monthly service charges not equal to the contracted rates. Percentchange of the invoice line item compared to the invoice line item fromthe previous invoice. Phone number that is designated to another vendorin the system. Phone number that has no info in the system. Cost Centerthat is no longer active or in the system. Other charges that are notequal to 0. Late charges that are not equal to 0. Equipment Charges thatare not equal to 0. Roaming Charges that are not equal to 0 for planswithout roaming. LD Charges that are not equal to 0 for plans withoutLD. ATM Percent change of the invoice line item compared to the invoiceline item from the previous invoice. Circuit ID that is designated toanother vendor in the system. Circuit ID that has no info in the system.Cost Center that is no longer active or in the system. Other chargesthat are not equal to 0. Late charges that are not equal to 0. EquipmentCharges that are not equal to 0. Port Charges that are not equal to thecontracted rates. Access Charges that are not equal to the contractedrates. PVC Charges that are not equal to the contracted rates. FramePercent change of the invoice line item compared to the invoice lineitem from the previous invoice. Circuit ID that is designated to anothervendor in the system. Circuit ID that has no info in the system. CostCenter that is no longer active or in the system. Other charges that arenot equal to 0. Late charges that arc not equal to 0. Equipment Chargesthat are not equal to 0. Port Charges that are not equal to thecontracted rates. Access Charges that are not equal to the contractedrates. PVC Charges that are not equal to the contracted rates. InternetPercent change of the invoice line item compared to the invoice lineitem from the previous invoice. Circuit ID that is designated to anothervendor in the system. Circuit ID that has no info in the system. CostCenter that is no longer active or in the system. Other charges that arenot equal to 0. Late charges that are not equal to 0. Equipment Chargesthat are not equal to 0. ISDN Percent change of the invoice line itemcompared to the invoice line item from the previous invoice. PhoneNumber that is designated to another vendor in the system. Phone Numberthat has no info in the system. Cost Center that is no longer active orin the system. Other charges that are not equal to 0. Late charges thatare not equal to 0. Equipment Charges that are not equal to 0. Point ToPoint Percent change of the invoice line item compared to the invoiceline item from the previous invoice. Circuit ID that is designated toanother vendor in the system. Circuit ID that has no info in the system.Cost Center that is no longer active or in the system. Other chargesthat are not equal to 0. Late charges that are not equal to 0. EquipmentCharges that arc not equal to 0. Security Percent change of the invoiceline item compared to the invoice line item from the previous invoice.Circuit ID that is designated to another vendor in the system. CircuitID that has no info in the system. Cost Center that is no longer activeor in the system. Other charges that are not equal to 0. Late chargesthat are not equal to 0. Equipment Charges that are not equal to 0. VPNPercent change of the invoice line item compared to the invoice lineitem from the previous invoice. Circuit ID that is designated to anothervendor in the system. Circuit ID that has no info in the system. CostCenter that is no longer active or in the system. Other charges that arenot equal to 0. Late charges that are not equal to 0. Equipment Chargesthat are not equal to 0. Other Percent change of the invoice line itemcompared to the invoice line item from the previous invoice. PhoneNumber/Circuit ID that is designated to another vendor in the system.Phone Number/Circuit TD that has no info in the system. Cost Center thatis no longer active or in the system. Other charges that are not equalto 0. Late charges that are not equal to 0. Equipment Charges that arenot equal to 0. Equipment Percent change of the invoice line itemcompared to the invoice Maintenance line item from the previous invoice.Invoice total is different for the Quote total. Cost Center that is nolonger active or in the system. Late charges that are not equal to 0.Equipment Purchase Percent change of the invoice line item compared tothe invoice line item from the previous invoice. Invoice total isdifferent for the Quote total. Cost Center that is no longer active orin the system. Late charges that are not equal to 0. Equipment RepairPercent change of the invoice line item compared to the invoice lineitem from the previous invoice. Invoice total is different for the Quotetotal. Cost Center that is no longer active or in the system. Latecharges that are not equal to 0. Equipment Lease Percent change of theinvoice line item compared to the invoice line item from the previousinvoice. Invoice total is different for the Quote total. Cost Centerthat is no longer active or in the system. Late charges that are notequal to 0

TABLE 3 Grid (left region Type of Status Color of the screen)Approved/Normal Invoices None Approved Invoices Needs to he Reviewed,has no exceptions None Pending Approval Needs to be Reviewed, hasexceptions Red Pending Approval Reviewed, waiting to be sent to AP/GLGreen Pending Approval by the AP/GL process that is integrated in theapplication

TABLE 4 Report type Description Audit Reports There is implemented oneaudit report for each type of service type. The audit reports aregrouped under 3 major categories: Voice, Data and Equipment. For eachmajor type and for each service type, there is a set of audit(exception) criteria, from which the user can choose in order to see areport. Custom Reports: The following reports are available: Standard(multiple services) custom report Data Fixed or has Direct Billingcustom report Invoice Approved waiting to be sent to Accounting customreport Fixed Allocation Charges Report Full-time Employee (FTE) ReportPhysical inventory custom report Summary Reports: The following reportsare available: All Services Disconnect Invoice Invoice Not ReceivedService Type Cost Center GL Total Telecom Expense Vendor SummaryReports: The following reports are available: Data Summary Frame/ATM PVCCircuit Summary Reports: The following reports are available: EquipmentMaintenance Purchase Summary Reports: The following reports areavailable: System Cost Centers Vendors Phone Circuit ID

TABLE 5 Processor: minimum Intel Celeron 433 MHz or equivalent. OS:Windows 95, 98, NT, 2000, or XP computers. Memory: 64 MB of RAM. HardDrive: sufficient capacity for OS and browser. Browser: IE 5.0+ orNetscape 4.73+ Display: minimum of 17″ monitor capable of 1280 × 1024,19″ monitor is recommended. Video Adapter: mm1mum of 8 MB of RAM capableof supporting 1280 × 1024 resolution.

TABLE 6 Server (option 1) Processor: minimum Intel Pentium III 600 MHzOS: Windows NT 4.0 SP6a or Windows 2000 SP2 Memory: minimum of 512 MB ofRAM Hard Drive: 9.0 GB SCSI2 Software: Oracle 8i or 9i w/SQL*Loader,iPlanet Web Server Enterprise 4.1 SP9+ (optional Resin 2.1.4+, Tomcat3.2.I+ or IIS w/Resin or Tomcat as the JSP engine) Server (option 2)Processors: minimum Dual 300-MHz UltraSPARC-II CPUs OS: Solaris 8 orhigher Memory: minimum of 512 MB of RAM Hard Drive: 36 GB SC SI2Software: Oracle 8i or 9i w/SQL *Loader, iPlanet Web Server Enterprise4.1 SP9+ (optional Resin 2.1.4+ or Tomcat 3.2.1+)

What is claimed is:
 1. A method for electronically processing telecommunications invoices from one or more vendors using a computing device deployed in a distributed computing environment, comprising the steps of: (a) importing a plurality of telecommunications invoices into the computing device, where each invoice is formatted in a vendor specific format; (b) extracting elements from the imported telecommunications invoices with the computing device by applying a set of vendor mapping rules to vendor specific nomenclature for elements to transform the vendor specific nomenclature to categories that are comparable; (c) importing information relating to cost centers from one or more human resource systems; (d) correlating the information relating to cost centers with the extracted elements from the imported telecommunications invoices; (e) evaluating the telecommunication invoices with the computing device on an element basis against established criteria and determining whether a cost center associated with an element among the extracted elements is active; and (f) generating a report with the computing device that identifies at least one element billing exception.
 2. The method of claim 1, wherein an element is an individual charge at its smallest component available on the telecommunications invoices.
 3. The method of claim 1, further comprising the step of performing an initial invoice check, wherein a total sum of line item charges is compared to the invoice total of a received invoice.
 4. The method of claim 1, further comprising the step of displaying the report that identifies the at least one element billing exception.
 5. The method of claim 4, further comprising the step of displaying details regarding the at least one element billing exception upon receiving a request for more information relating to the at least one element billing exception.
 6. The method of claim 5, wherein the displayed report includes USOC codes and the USOC description for selected line item charges.
 7. The method of claim 1, further comprising the step of changing an exception status of the at least one element billing exception upon receiving a request to change the element billing exception status.
 8. The method of claim 1, further comprising the step of paying a telecommunication invoice and allocating costs to cost centers.
 9. A system for electronically processing telecommunications invoices from one or more vendors with a computing device deployed in a distributed computing environment, comprising: a user database deployed in the distributed computing environment and configured to store extracted elements from telecommunications invoices wherein each telecommunications invoice is formatted in a vendor specific format; a mapping interface coupled to the user database configured to apply vendor mapping rules to vendor specific nomenclature to transform the vendor specific nomenclature to categories that are comparable; a human resources interface coupled to the user database, the human resources interface configured to correlate information relating to cost centers with the extracted elements from telecommunications invoices; an invoice analyzer module configured to determine whether a cost center associated with an element among the extracted elements is active; and a display that presents information related to element billing exceptions, wherein upon a request from a user the display provides additional information related to an element billing exception.
 10. The system of claim 9, further comprising a user interface coupled to the user database that permits a user to customize billing exception criteria.
 11. The system of claim 9, wherein the information relating to cost centers includes whether an employee is active.
 12. The system of claim 9, further comprising an accounts processing interface that is configured to transmit payment decisions related to the telecommunication invoices to an account processing system.
 13. The system of claim 9, further comprising computer readable program code executing on the computing device that provides trend analysis of invoices received.
 14. The system of claim 9, wherein the correlating of information relating to cost centers with the extracted elements from telecommunications invoices includes determining whether the number of telecommunication minutes billed is correct.
 15. The system of claim 9, further comprising computer readable program code means executing on the computing device that generates comparable reports for circuit mappings. 